Renewal tracking software · since 2007
Never miss another license, permit or contract renewal
RenewalTracker puts every license, permit, certification, contract and subscription in one dashboard — and emails the right people before anything lapses, expires or auto-renews.
- Live in under 60 minutes
- No credit card for the trial
- From $49/month
| Item | Type | Group | Due | Status |
|---|---|---|---|---|
| Business License — Store 123 | License | East Region | Overdue 2 days | Open |
| Microsoft 365 E3 (48 seats) | Software Subscription | IT | Due in 6 days | Remitted |
| Contractor License — TX | Certification | Field Ops | Due in 12 days | Open |
| Health Permit — Store 210 | Permit | West Region | Due in 24 days | Open |
| E&O Policy — Professional Liability | Insurance Policy | Finance | Due in 41 days | On hold |
| Copier Maintenance Agreement | Agreement | Facilities | Due in 58 days | Open |
| SSL Certificate — acme.com | Certificate | IT | Renewed | Renewed |
RenewalTracker · Item Notification
3 renewals need your attention
- Business License — Store 123Overdue
- Microsoft 365 E36 days
- Contractor License — TX12 days
Trusted for 19+ years by teams managing renewals across organizations in every industry
- 0
- late penalties since 2014 across 100+ dental offices Coast Dental →
- ¼
- of the time previously spent managing a fleet of 500+ vehicles Ed Bell Construction →
- 140
- customers’ renewals across 65+ distributors and 100+ vendors SnowCap Technologies →
- 25,000+
- policies and items tracked by a single customer Insurance client →
- 50 states
- of licensing renewals managed in one place by one company Financial services provider →
- 6,000
- insurance licensing and compliance items tracked for clients nationwide National compliance servicing company →
What is RenewalTracker?
One place for every renewal your organization depends on
RenewalTracker is cloud-based software that tracks recurring renewals — licenses, permits, certifications, contracts, subscriptions, insurance policies, payments and virtually any other business item with a renewal or expiration date — and sends automated email reminders before each deadline. Teams use it to replace spreadsheets, calendar reminders and filing cabinets, so nothing lapses, auto-renews unnoticed or incurs a late penalty.
RenewalTracker tracks contracts; it doesn't create them. Contract lifecycle management (CLM) suites manage how contracts get created, including drafting, redlining, approvals and e-signature, and they generally cost much more. RenewalTracker starts once a contract is signed: it keeps the contract with its key terms and details in custom fields, tracks the expiration date, and automatically emails the people involved in advance, so your team never misses a renewal or payment.
- Licenses
- Permits
- Certifications
- Subscriptions
- Agreements
- Contracts
- Payments
- Invoices
- Memberships
- Insurance policies
- Commitments
- Inspections
- Anything else with a renewal or expiration date
What our customers say
Video overview
Why renewals slip, and how RenewalTracker helps
A 90-second overview of the renewal challenges organizations face across industries, and how RenewalTracker’s automated reminders keep every license, permit and contract on time.
The problem
Spreadsheets don't send reminders. People forget. Renewals lapse.
Contracts live in email, licenses in spreadsheets, permits in filing cabinets — and the knowledge of what's due lives in one person's head.
Scattered information
No one can say what's renewing next, who owns it, what the notice period is, or whether the price changed.
Costly misses
A lapsed license, expired permit or unreviewed auto-renewal means penalties, audit findings, downtime and wasted spend.
It doesn't scale
Every new location, client or employee adds rows to a spreadsheet nobody fully trusts — until the person who maintains it leaves.
How RenewalTracker works
From spreadsheet chaos to automatic control
Dashboard
See everything that is due — at a glance
Renewals are grouped by urgency: past due, due within 15 days, 16–30, 31–60 and 61–90 days. Filter by group, type, owner or status and save the views your team uses most.
- Unlimited items on every plan
- Custom fields, statuses and renewal frequencies
- Attach the license, contract or certificate to each item
| Item | Group | Due | Status |
|---|---|---|---|
| Business License — Store 123 | East Region | Overdue 2 days | Open |
| Microsoft 365 E3 (48 seats) | IT | Due in 6 days | Remitted |
| Contractor License — TX | Field Ops | Due in 12 days | Open |
| Health Permit — Store 210 | West Region | Due in 24 days | Open |
| E&O Policy — Professional Liability | Finance | Due in 41 days | On hold |
Automated reminders
The right person is reminded at the right time
Set reminder windows per item — 90 days out down to the due date — and choose who is notified and who is copied.
- Unlimited email notifications
- Customizable templates with attachments
- Delivery alerts and email logs for proof
Organized your way
Group by location, department, client or state
Structure RenewalTracker the way your organization works. A Group can be a store, a region, a department, a client or a state — and each Group can hold an unlimited number of items.
- Role-based and view-only access per user
- Bulk edits and bulk reminder creation
- Import and export with Excel
Secure by design
Enterprise-grade security without enterprise complexity
Every connection is protected by 256-bit TLS encryption, with multi-factor authentication, single sign-on, Cisco Duo and granular permissions.
Security overview →Get started
Live in under 60 minutes
Import your renewals
Copy your spreadsheet data into our Excel import template and upload it, or add items by hand. Organize by location, department, client or state.
Set owners and reminder windows
Choose who is notified and when — 90 days out down to the due date, and who is copied.
Act before anything lapses
Owners get email reminders, update the status, attach the renewed document, and you're audit-ready.
Most teams are live in under 60 minutes — no installation, no IT project.
Who it's for
Built for the teams who own the deadlines
Compliance & licensing
Every license, permit and registration across every location and state — with proof ready for auditors.
Learn more →IT & MSPs
Software licenses, SaaS subscriptions, certificates and staff certifications — before they lapse or auto-renew.
Learn more →Finance & AP
Know what is renewing, what it costs, and route check requests to AP with the details pre-filled.
Learn more →Operations & facilities
Inspections, vehicle registrations, maintenance agreements and leases — across every site.
Learn more →RenewalTracker by the numbers
Trusted to keep organizations ahead of their deadlines
- 200+
- organizations have used RenewalTracker
- 200,000+
- renewals tracked for licenses, permits, contracts, subscriptions and more
- 150,000+
- automated reminder and summary emails sent every year
- 95%
- of customers renew with us year after year
“Over many years we have used the product, we have not had any late penalties.”
“The system provides greater flexibility in how we sort information and allows us to look ahead, enabling a more proactive approach.”
25,000+ items600+ clients
Read the case study →“With RenewalTracker, we're doing the same task more efficiently with better results in about a quarter of the time it took before.”
3,100+ items500+ vehicles
Read the case study →“RenewalTracker simplifies tracking all our client filings across every location.”
6,000+ items50 states
Read the case study →Trusted by teams across a wide range of industries. See the industries we serve.
RenewalTracker vs. spreadsheets vs. CLM software
| Spreadsheets & calendars | RenewalTracker | CLM / GRC suites | |
|---|---|---|---|
| What it's for | Listing dates | Tracking signed contracts and other renewals; it doesn't create contracts | Managing how contracts get created: drafting, redlining, approvals and e-signature |
| Automated reminders to the right owner | Manual | Yes — unlimited, per item | Yes |
| Time to go live | — | under 60 minutes | Weeks to months |
| Tracks licenses, permits, certifications and contracts | If someone maintains it | Yes, in one dashboard | Usually contracts only |
| Contract key terms and documents | If someone maintains it | Custom fields, with the contract attached to its item | Held with the contract in the CLM |
| Item audit trail and role-based access | No | Yes, with MFA and SSO | Yes |
| Price | "Free" until a renewal is missed | From $49/month | Generally cost much more |
Common questions
What is RenewalTracker?
RenewalTracker is cloud-based renewal tracking software. It keeps every license, permit, certification, contract, subscription, insurance policy, recurring payment and virtually any other business item with a renewal or expiration date in one dashboard and sends automated email reminders before each deadline. It has served organizations since 2007 and is based in Overland Park, Kansas.
How much does RenewalTracker cost?
Plans start at $49 per month (Basic: 5 Groups, 3 full users, 3 view-only users) and $69 per month (Basic Plus: 10 Groups, 5 full users, 5 view-only users). Annual billing saves about 15% ($499 and $699 per year). Every plan tracks unlimited items. Larger tiers and custom quotes are available.
Can I try RenewalTracker before I buy?
Yes. Register for a free 14-day trial with full use of every feature. No credit card is needed. Your RenewalTracker account representative can answer questions or give you a personal web demo. When you subscribe, your trial account becomes your subscribed account with all of your data intact.
Is my data safe and secure?
Yes. RenewalTracker is hosted in a Tier III data center in Irvine, California, and every connection is protected by 256-bit TLS encryption. Only users with valid credentials can sign in, with multi-factor authentication (MFA) included on every plan, plus optional SAML single sign-on (SSO) and sign-in with Google. Your administrator assigns each user's access privileges.
How is RenewalTracker different from contract lifecycle management (CLM) software?
RenewalTracker tracks contracts; it doesn't create them. Contract lifecycle management (CLM) suites manage how contracts get created, including drafting, redlining, approvals and e-signature, and they generally cost much more. RenewalTracker starts once a contract is signed: it keeps the contract with its key terms and details in custom fields, tracks the expiration date, and automatically emails the people involved in advance, so your team never misses a renewal or payment.
Not ready for a trial?
Start with something free. No sales call, no credit card.
Free download
Templates and checklists
Excel trackers for renewals, contracts and certifications, plus printable checklists.
Get them free →Free self-check
How ready are your renewals?
Ten quick questions, a score out of 100 and where to start closing the gaps.
Take the assessment →Free calculator
What does manual tracking cost you?
Estimate the time and risk of tracking renewals in spreadsheets and calendars.
Run the numbers →Or get renewal tracking tips once a month by email.
Stop tracking renewals in spreadsheets
Start a free 14-day trial, or book a personalized demo with our team.